Power Tools for Technical Communication:
Formatting Application Letters


In this lab, you select, organize, and format one or more application letters:
  1. Copy the unformatted text of one of the application letters below, and paste it into your preferred word-processing software.

  2. Select and organize the paragraphs (you may not need all of the text provided).

  3. Put your name, Application Letter Formatting, and the date on this document, and either print it out or show it on screen to your instructor, or send it be e-mail attachment to your instructor.


Application Letter 1: Graphic Designer


Use the following information for the heading, inside address, salutation, and signature block:

You, the writer of this letter, live at 1234 Justin Lane in Austin, Texas, zip code 78700. Use today's date. You are writing to Mary Employer at GSD&M at 1234 IH 35 Suite 2000 in Austin, Texas, zip code 78700. Use your name in the signature block; don't forget to indicate a resume is attached.

Evaluate this application letter: does it seem weak in details and specifics?


I am currently enrolled in the Visual Communication Department, with 3 hours remaining before completing my Associate Degree. When completed I hope to attain a Bachelor in Visual Communications from Parsons School of Design.

Over the last three years, I have completed design jobs including corporate identity packages, brochures, logos and direct mailings. Specifically, I designed the logo for Acme Roofing Co., as well as a paper system that helped convey the identity of the company. I redesigned the brochure for Jazz It dance company and gave it a more casual and fun feel reminiscent of the jazz music. I have done art direction at photo shoots, produced all artwork, and am able to take a project from the initial price bid through concept and design to press checks for the final printed material.

I am writing in response to your letter posted in the Commercial Art Department at Austin Community College for a graphic designer. Based not only on my skills acquired in school, but also on skills acquired working as a freelance designer, I believe that I am qualified for the position.

GSD&M has a reputation for innovation and excellence, and I would like the opportunity to be a part of that reputation. I know that I could exceed all expectations of a new employee. To further discuss my qualifications, I can be reached at (512) 000-0000.

Application Letter 2: Technical Assistant—Computer Networks


Use the following information for the heading, inside address, salutation, and signature block:

You, the writer of this letter, live at 1234 Justin Lane in Austin, Texas, zip code 78700. Use today's date. You are writing to 1234 Lakeway Blvd., Suite 2000 (no company name is provided, nor is there a person's name) in Austin, Texas, zip code 78700. Use your name in the signature block; don't forget to indicate a resume is attached.

Evaluate this application letter: is it better in details and specifics than the first; what about the introduction?


I am looking for a job that will grow and remain challenging. I would like to work where people have enthusiasm for their work and enjoy getting things done. Please review the enclosed resume and let me know if you would like any additional information. I can be reached by telephone at 328-4028 Monday, Wednesday, and Friday mornings until noon. My e-mail address is asomebody@americas.net.

I am currently finishing an Associate of Applied Science Degree in Local Area Network Systems at Austin Community College (will graduate May, 1999). The curriculum for this degree is specifically geared towards preparing students for the type of job you have advertised. Courses I have completed include Business Data Communications, LAN Hardware and Software I & II (Windows NT 4 and Novell Netware 3.x, 4.x), and LAN Administration. Other relevant studies include applications software ( MS Access, Office 97) and programming languages (including Java and C++).

I am writing about the Technical Assistant job you advertised In the Austin American-Statesman on January 15. I believe that I am a good candidate for the position.

I have good skills with WIN95 and WIN98, as well as Windows NT 4. I am a Microsoft Certified Professional (NT Workstation and NT Server). I am currently working as an intern on the network at the Pinnacle Campus of Austin Community College. The network there uses Windows NT 4 Server, Windows 95 and Novell Netware 3.12. I have been using NT 4 Server at home for about one year ( 5 station network with an NT 4 server for file, communications and print services ).

Application Letter 3: Physical Therapy Aide


Use the following information for the heading, inside address, salutation, and signature block:

You, the writer of this letter, live at 1234 Justin Lane in Austin, Texas, zip code 78700. Use today's date. You are writing to Norma Eublake who is the Senior Administrator at Brackenridge Hospital which is located at 100 W. 15th Street in Austin, Texas, zip code 78700. Use your name in the signature block; don't forget to indicate a resume is attached.

This time you must determine where the paragraph break occur and the rearrange.

Evaluate this application letter: is it better in details and specifics than the first; what about this introduction?


I plan to apply to the physical therapy master's degree programs in the near future. I would greatly enjoy the opportunity to further my knowledge and experience at your facility. I feel that the combination of my interpersonal skills enhanced by volunteer and retail experiences, as well as my educational background in science related courses, makes me an excellent candidate for this position. I have also completed four years of courses required for physical therapy programs at U.T. Austin. The majority of these classes were science-based, including biology, chemistry, anatomy, physiology, and medical terminology. In addition to my volunteer work at Brackenridge, I have also spent 85 hours volunteering at St. David's Hospital. Part of my time there was in the McKenzie Spine Center where I observed treatment of and assisted with patients who had various spinal injuries or discomforts. I also volunteered in the Aquatic Rehabilitation Department where I assisted in teaching community classes that promoted movement and stretching of the knees, hips, and lower backs of elderly participants. Through these volunteer experiences, I have become very comfortable working with patients and my communication skills have been sharpened. I am writing to inquire about the Physical Therapy Aide position that is currently available. I was notified about the position by Diane Werthmir, a senior physical therapist in your department. I have volunteered in the wound care facility at Brackenridge for a total of 76 hours and have tremendously enjoyed my time with the patients and therapists. Not only have my volunteer experiences helped me develop my interpersonal skills, but working at Foley's Department store has as well. At work I am constantly greeting customers, helping them find what they need, and making them feel as comfortable as possible. This continuous interaction with people has enabled me to approach people comfortably and has allowed me to work with people of many different personality types.

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